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Benefits Administrator Job Description
  • Publish: April 2, 2021
  • Author: StrongerTeams Editorial
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Benefits Administrator Job Description

A Benefits Administrator works in the HR department and runs the company’s benefits programs day-to-day.

They are responsible for the planning and administration of benefits programs such as healthcare plans, pension schemes, housing allowances, wellness programs, and stock options. The role works closely with HR management, payroll team, and employees to ensure the smooth running of all such schemes.

A Benefits Administrator is primarily a support role, but successful Benefits Administrators are good problem-solvers, work well with processes and details, and have strong analytical skills.

Similar Job Titles:

Human Resources Associate, Benefits Counselor, Benefits Enrollment Specialist, Benefits Coordinator, Benefits Consultant, Benefits Specialist, Benefits Representative, Benefits Assistant

What Does a Benefits Administrator Typically Do?

A Benefits Administrator plans and administers an organization’s benefits programs, maintains records, ensures coordination with the payroll function, and responds to employee queries.

A Benefits Administrator’s tasks include:

  1. Maintaining employee benefits records
  2. Handling benefits claims, enrollments, and cancellations
  3. Coordinating benefits contributions with payroll
  4. Advising employees on the organization’s benefit programs
  5. Liaising with providers to ensure value and efficiency
  6. Resolving employee queries
  7. Researching providers for new or better benefits schemes
  8. Maintaining records for providers, legislative authorities, and auditors 

Maintaining Employee Benefits Records

The Benefits Administrator ensures that employee benefits records are kept correct, complete, and up-to-date. The records must reflect scheme membership, enrollment date, claims history, and scheme uptake among the employees and must be managed in such a way that they are instantly accessible. 

Each scheme requires its own set of information, and a Benefits Administrator must manage a potentially vast amount of data across multiple schemes, suppliers, departments, and employees. A Benefits Administrator will be held accountable for all the records being in place.

Handling Benefits Claims, Enrollments, and Cancellations

Employees need a fast response when lodging claims, and a Benefits Administrator handles all claims f and makes sure all employees are enrolled in the schemes they are entitled to. 

A Benefits Administrator ensures that relevant claim forms are available, filled out correctly, and confirmed as received by the provider. They pass the claim on to the correct provider, confirm receipt, and follow up on the progress of the claim, keeping the employee informed at all times. 

The process is often simplified by automated claim processing systems, but the Benefits Administrator remains responsible for making sure claims are processed quickly and efficiently.

A Benefits Administrator also assists employees in enrolling in benefits schemes and removes employees who have left the organization.

Coordinating Benefits Contributions With Payroll

The payroll department or specialist must calculate benefits contributions for each employee and deduct the correct amounts from the gross salary, so a Benefits Administrator collates all benefits scheme information and hands the data to payroll in the correct format. 

A Benefits Administrator guarantees that the data handed over to payroll is complete and correct.

Advising Employees on the Organization’s Benefit Programs

Benefits scheme entitlements can be complex and may vary from employee to employee. A Benefits Administrator advises employees on the benefits schemes available to them and their relative merits. They must know the details of each scheme and should be able to answer most employee questions without having to consult the provider.

The advice given should be objective and complete and should focus on the best interests of the employee—not the provider.

Liaising With Providers To Ensure Value and Efficiency

Scheme providers and a Benefits Administrator are in regular contact and should work together to make sure the organization is getting the best terms and service possible. A degree of negotiation may be necessary, but a Benefits Administrator should look for a cooperative and mutually beneficial relationship with each provider. 

HR Management and Benefits Administrators should also discuss the willingness, customer service, and efficiency of each provider to help the organization make better provider choices going forward.

Resolving Employee Queries

A Benefits Administrator is often the first point of contact for employees with questions about their benefits schemes. The Benefits Administrator needs to be friendly, helpful, and knowledgeable enough to answer most questions immediately.

Dealing with employee queries may be seen as an imposition, but a Benefits Administrator must prioritize resolving any benefits-related issues to keep employees happy with their scheme membership.

Researching Providers for New or Better Benefits Schemes

A Benefits Administrator should continually research the market for new providers, benefit options, or offers that could enhance the organization’s current benefits offer and ensure employee satisfaction. 

The research should be a mixture of web trawling, direct contact with scheme representatives, and meetings with new potential providers. Provider research is a monthly exercise, and a Benefits Administrator reports the results to management.

Maintaining Records for Providers, Legislative Authorities, and Auditors

The Benefits Administrator must ensure that all the organization’s benefits-related records are readily available to external agencies in the required formats. The maintenance of the records should go hand-in-hand with internal record-keeping, but the Benefits Administrator must be aware of any special requirements by authorities, providers, or auditors.

Roles a Benefits Administrator Typically Collaborates With

A Benefits Administrator works closely with the following roles:

Collaborative Roles
HR ManagerCompensation and Benefits ManagerBenefits Manager
HR CoordinatorSenior HR SpecialistBenefits Counselor
Benefits AnalystDirector of Compensation and BenefitsBenefits Enroller

Benefits Administrator Salary

Average earnings for a Benefits Administrator fall between $47,000 and $64,000 annually in the U.S. The median is around $53,750.  

What Is the Benefits Administrator Pay Difference by Location?

A Benefits Administrator’s average salary will differ by location as follows:

CityAverage Salary
Austin, TX$52,863
Seattle, WA$58,770
Denver, CO$54,357
Milwaukee, WI$53,196
Washington, D.C.$59,834
New York, NY$64,661
Boston, MA$60,560
San Francisco, CA$67,187

What Is the Benefits Administrator Pay Difference by Experience Level?

A Benefits Administrator’s salary will vary by experience as follows:

Experience LevelAverage Salary
< 1 year$52,265
1–4 years$53,750
5–9 years$53,750
10–19 years$53,750
20+ years$53,750

Benefits Administrator Job Description Template

[Company Name] is looking for a dedicated, reliable, and diligent Benefits Administrator to complement our HR team and ensure our employees have access to the best benefits packages available.

We need someone who can handle detail across a broad range of benefits packages and who can guarantee that our benefits schemes run smoothly and to the satisfaction of our employees.

You will be part of a highly professional team and will contribute significantly to the well-being of our employees and our organization as a whole.

Benefits Administrator Responsibilities

As a Benefits Administrator, you will be responsible for:

  • Managing all our benefits schemes daily
  • Ensuring employees are all benefitting from the full range of our offerings
  • Liaising with our providers to ensure the best service
  • Researching new options with current and new providers
  • Helping employees with queries and issues

Required Skill Set

We are looking for the following skills and attributes:

  • Bachelor’s degree in HR, Payroll, or Accounting
  • At least two years’ experience in a benefits admin environment
  • Expert knowledge of common HRIS
  • Excellent written and oral communication skills
  • Proven ability to meet deadlines
  • Fully comfortable with high work pressure
  • Helpful and collaborative mindset
  • Thorough understanding of supplier relationship management

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